Safeguarding Policy

[Club Name] Swim Club, Penzance, Cornwall

Version 1.0 | Adopted: [date] | Review date: [date, at least annually] | Approved by: [committee/trustees]

Items in [square brackets] need completing by the club. Please check the contact details and current Swim England guidance before adopting this policy.

1. Policy Statement

[Club Name] Swim Club is committed to providing a safe, welcoming and enjoyable environment for every member. Children, young people and adults at risk have the right to take part in swimming free from abuse, harm, bullying and neglect. The welfare of the child is the paramount consideration, and all concerns will be taken seriously and acted on promptly.

This policy applies to everyone involved in the club: committee members, coaches, teachers, poolside helpers, volunteers, officials, parents and carers, and members. It applies at the pool, at galas and training camps, during travel, and in any online or social media contact connected to the club.

The club follows the guidance of Swim England, the national governing body, and the Cornwall Safeguarding Children Partnership. It will comply with relevant law, including the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006, the Protection of Freedoms Act 2012 and the Data Protection Act 2018.

2. Definitions

• Child: anyone under the age of 18.
• Adult at risk: an adult who may need care and support and who is unable to protect themselves from abuse or neglect.
• Abuse: physical, emotional, sexual, neglect, bullying (including cyberbullying), discrimination, financial or other exploitation, and any behaviour that harms a person's wellbeing.

3. Roles and Responsibilities

Club Welfare Officer: [Name, phone, email]. Leads on safeguarding, is the first point of contact for concerns, keeps confidential records, makes referrals to statutory agencies and Swim England where needed, and reports to the committee. They will hold a current DBS check and appropriate training.

Deputy Welfare Officer: [Name, phone, email]. Covers when the Welfare Officer is unavailable or is the subject of the concern.

Committee/Trustees: Hold overall responsibility for safeguarding, adopt and review this policy, and ensure the club has the resources to follow it.

Everyone in the club: Must read and follow this policy and the code of conduct, and must report any concern, however small it seems.

4. Safer Recruitment and Training

• All coaches, teachers, helpers and volunteers who work with children will complete an application process, give references and have an enhanced DBS check at the right level, renewed in line with Swim England requirements.
• All coaches and teachers must hold the qualifications and Swim England registration required for their role.
• Everyone in a role with children will complete safeguarding training appropriate to that role and refresh it at the intervals Swim England requires.
• New volunteers will have an induction covering this policy, the code of conduct and the club's emergency procedures.
• No person will be appointed where there are concerns about their suitability to work with children.

5. Code of Conduct

For coaches, teachers and volunteers

• Treat all swimmers with respect and fairness, and be a positive role model.
• Never be alone with a child in a place out of sight of others. Where one-to-one coaching is unavoidable, it must be in an open, visible area with other adults aware.
• Never use physical punishment, or language that is abusive, discriminatory, sexualised or demeaning.
• Only use physical contact where necessary for coaching or safety, explain it first, and ask for the swimmer's agreement.
• Never form or encourage a secret or exclusive relationship with a child.
• Never give gifts, lifts or favours in a way that could be seen as grooming or favouritism. Transport must follow the arrangements in section 8.
• Do not drink alcohol or use drugs before or during club activities.
• Take photos or video only in line with section 9.

For swimmers

• Treat others with respect, and do not bully, tease or exclude anyone.
• Follow instructions from coaches and lifeguards, and follow pool rules.
• Tell a coach, the Welfare Officer or another trusted adult if something worries or upsets you.

For parents and carers

• Support the club's values, behave respectfully towards swimmers, coaches, officials and other parents, and do not use abusive language or behaviour at the pool or at events.
• Provide accurate emergency contact and medical information, and tell the club about any changes.
• Keep to the club's arrangements for drop-off and pick-up.

6. Changing Rooms, Toilets and Poolside

• Adults not supervising should not use changing rooms at the same time as children where separate facilities exist, unless it is a family changing area.
• Where a coach or helper must enter a changing room (for example, in an emergency or to check on welfare), they should be accompanied by another adult wherever practical and should announce their entry.
• Children must never be photographed or filmed in changing areas.
• Mobile phones and cameras must not be used in changing rooms.
• Children who need help changing should be helped by their own parent or carer where possible.
• Appropriate supervision ratios will be maintained at all sessions, in line with Swim England guidance and the pool operator's rules. Ratios will be recorded in session risk assessments.
• A lifeguard or qualified poolside rescuer will be present at all sessions, as required by the venue's Normal Operating Procedure and Emergency Action Plan.

7. Responding to Concerns

Abuse may be disclosed by a child, observed by someone, or suspected from changes in behaviour or from physical signs. Everyone has a duty to act. Nobody should investigate or promise to keep a secret.

If a child tells you something

1. Stay calm and listen. Let them speak at their own pace.
2. Reassure them that they were right to tell you, and that it is not their fault.
3. Do not ask leading questions, press for detail or promise confidentiality. Explain that you will need to tell someone who can help.
4. Write down what was said as soon as possible, using their own words, with the date, time, place and who was present. Sign and date the note.
5. Tell the Welfare Officer immediately.

Reporting steps

1. Immediate danger or serious injury: call 999.
2. All other concerns: report to the Club Welfare Officer as soon as possible, on the same day. If the concern involves the Welfare Officer, report to the Deputy Welfare Officer, the Chair, or direct to Swim England or Cornwall Children's Services.
3. The Welfare Officer will decide on next steps, which may include referral to Cornwall Council Children's Services (the Multi-Agency Referral Unit), the Local Authority Designated Officer (LADO) if the concern is about an adult working with children, the police, and the Swim England Safeguarding team. Referrals about a child at risk of significant harm must be made without delay and without waiting for parental consent where seeking it would put the child at risk.
4. The Welfare Officer will record every concern, decision and action, and store the records securely.
5. The club will support the person who raised the concern. Anyone raising a concern in good faith will not face any negative consequences.

Allegations against a member of club staff or volunteers

Any allegation against a coach, teacher, volunteer or other adult will be taken seriously. The Welfare Officer will contact the LADO and Swim England the same day. The person may be suspended from their role while the matter is looked into, which is a neutral act and not an assumption of guilt. The club will not carry out its own investigation that could interfere with a statutory one.

Concerns about poor practice

Poor practice that is not abuse (for example, breaches of the code of conduct) will be addressed by the Welfare Officer and committee through guidance, retraining or disciplinary action as appropriate.

8. Travel, Galas and Overnight Stays

• Parents and carers will be given details of the event, travel arrangements, supervision and contact numbers before any trip.
• Written parental consent is required for all away events and all transport arranged by the club.
• Where possible, children will travel with their own parents or in club-arranged transport with at least two adults. Where a lift is given informally, the parent must agree in advance, and an adult should avoid being alone with a single child.
• Drivers must be properly licensed and insured, and must use appropriate child restraints.
• For overnight trips, there will be a risk assessment, adult-to-child ratios in line with Swim England guidance, single-gender sleeping arrangements for supervisors and swimmers, and adults will not share rooms with children (other than their own).
• Coaches and helpers at away events must have valid DBS checks.

9. Photography, Video and Images

• Parental consent will be obtained before images of children are used on the club website, social media or publicity.
• Names will not be published alongside photographs of children.
• Spectators may take photographs only in line with the venue's rules and with the club's guidance, which will be communicated at events. Club officials may challenge anyone taking pictures in an inappropriate way, and concerns will be reported to the Welfare Officer.
• No photography or filming in changing rooms, toilets or showers.
• Coaches may use video for coaching purposes only with consent, and recordings must be stored securely and deleted when no longer needed.

10. Online Safety and Social Media

• Coaches, teachers and volunteers must not be "friends" with, or follow, swimmers under 18 on personal social media, and must not communicate with them through private messaging.
• Any club messaging to children must go through approved club channels (for example, a club group chat or email that includes the parent or another adult), and must relate only to club matters.
• Communication with swimmers should happen between 8am and 9pm unless there are exceptional circumstances.
• Members and adults must not post anything abusive, discriminatory or harmful about other members or club staff.
• Any online bullying or inappropriate contact will be reported to the Welfare Officer.

11. Anti-Bullying

The club does not tolerate bullying of any kind, whether in person, online, by swimmers or adults. Concerns about bullying will be reported to the Welfare Officer, who will speak separately to those involved, involve parents or carers, and take action in line with the club's disciplinary procedure. Support will be offered to those affected.

12. Swimmers with Additional Needs, and Adults at Risk

The club will welcome swimmers with disabilities and additional needs and make reasonable adjustments to include them. Coaches will work with parents, carers and the swimmer to understand their needs, including how they communicate and any support they need with personal care. Disabled children and adults at risk can be more vulnerable to abuse, so extra care will be taken to listen to them and respond to concerns.

13. Health, Safety and Emergencies

• A written Emergency Action Plan and Normal Operating Procedure for the pool will be known to all coaches and helpers.
• At least one person at every session will hold a current first aid qualification, and a first aid kit will be available.
• The club will hold up-to-date medical and emergency contact information for every child, and will keep it confidential.
• Accidents and incidents will be recorded in an accident book and reported to parents or carers.
• Risk assessments will be carried out for the pool, for training sessions and for every event or trip.

14. Confidentiality and Data Protection

Information about safeguarding concerns will be shared only with those who need to know in order to protect a child, and will be stored securely and kept in line with data protection law and Swim England guidance. Confidentiality must never be used as a reason to withhold information that could protect a child.

15. Whistleblowing

Anyone who is concerned about how the club is handling a safeguarding matter, or about the conduct of a colleague, can raise it with the Chair of the club, the Swim England Safeguarding team, or the NSPCC Whistleblowing Advice Line (0800 028 0285). Concerns raised in good faith will be treated seriously and will not lead to any negative consequences.

16. Complaints and Disciplinary Action

Breaches of this policy or the code of conduct may lead to disciplinary action under the club's rules, up to and including removal from the club, and may be reported to Swim England, the police or other authorities. Any complaint will be handled under the club's complaints procedure.

17. Key Contacts

Role

Contact

Club Welfare Officer

[Name, phone, email]

Deputy Welfare Officer

[Name, phone, email]

Club Chair

[Name, phone, email]

Emergency services

999

Police (non-emergency)

101

Cornwall Children's Services (Multi-Agency Referral Unit)

[Check current number on the Cornwall Council website]

Cornwall LADO (allegations against adults working with children)

[Check current number on the Cornwall Council website]

Swim England Safeguarding team

[Check current contact details at swimming.org]

NSPCC Helpline (adults concerned about a child)

0808 800 5000

Childline (children and young people)

0800 1111

18. Review

This policy will be reviewed at least once a year, and sooner if there is a change in legislation or Swim England guidance, or following a safeguarding incident. All members will be told about changes.

Signed: ____________________ (Chair) Date: ____________

Signed: ____________________ (Welfare Officer) Date: ____________

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